Litton Cheney Parish Council Code of Conduct (adopted by resolution on 10 July 2012)(based on the NALC Model Issued under Legal Briefing 09-12 dated 29 June 2012)IntroductionPursuant to section 27 of the Localism Act 2011, Litton Cheney Parish Council (‘the Council’) has adopted this Code of Conduct to promote and maintain high standards of behaviour by its members and co-opted members whenever they conduct the business of the Council including the business of the office to which they were elected or appointed or when they claim to act or give the impression of acting as a representative of the Council. This Code of Conduct is based on the principles of selflessness, integrity, objectivity, accountability, openness, honesty, and leadership.DefinitionsFor the purposes of this Code, a ‘co-opted member’ is a person who is not a member of the Council but who is either a member of any committee or sub-committee of the Council, or a member of, and represents the Council on any joint committee or joint sub-committee of the Council, and who is entitled to vote on any question that falls to be decided at any meeting of that committee or sub-committee. For the purposes of this Code, a ‘meeting’ is a meeting of the Council, any of its committees, sub-committees, joint committees or joint sub-committees. For the purposes of this Code, and unless otherwise expressed, a reference to a member of the Council includes a co-opted member of the Council.Member obligationsWhen a member of the Council acts, claims to act or gives the impression of acting as a representative of the Council, he/she has the following obligations.1.He/she shall behave in such a way that a reasonable person would regard as respectful.2.He/she shall not act in a way which a reasonable person would regard as bullying or intimidatory. 3.He/she shall not seek to improperly confer an advantage or disadvantage on any person.4.He/she shall use the resources of the Council in accordance with its requirements. 5.He/she shall not disclose information which is confidential or where disclosure is prohibited by law.Registration of interests1.Within 28 days of this Code being adopted by the Council, or the member’s election or the co-opted member’s appointment (where that is later), he/she shall register all interests which fall within the categories set out in Appendix A . 2.Upon the re-election of a member or the re-appointment of a co-opted member, he/she shall within 28 days re-register any interests in Appendix A. 3.A member shall register any change to interests or new interests in Appendix A within 28 days of becoming aware of it.4.A member need only declare on the public register of interests the existence but not the details of any interest which the Monitoring Officer agrees is a ‘sensitive interest’. A sensitive interest is one which, if disclosed on a public register, could lead the member or a person connected with the member to be subject to violence or intimidation.Declaration of interests1.A member shall not participate in a discussion or vote on the matter. He/she only has to declare what his/her interest is if it is not already entered in the member’s register of interests or if he/she has not notified the Monitoring Officer of it.2.Where a matter arises at a meeting which relates to an interest in Appendix A which is a sensitive interest, the member shall not participate in a discussion or vote on the matter. If it is a sensitive interest which has not already been disclosed to the Monitoring Officer, the member shall disclose he/she has an interest but not the nature of it. 3.Where a matter arises at a meeting which relates to an interest in Appendix B (not currently adopted), the member shall withdraw from the meeting. He/she may speak on the matter before withdrawing only if members of the public are also allowed to speak at the meeting. 4.A member only has to declare his/her interest in Appendix B (not currently adopted) if it is not already entered in his/her register of interests or he/she has not notified the Monitoring Officer of it or if he/she speaks on the matter before withdrawing. If he/she holds an interest in Appendix B (not currently adopted) which is a sensitive interest not already disclosed to the Monitoring Officer, he/she shall declare the interest but not the nature of the interest.5.Where a matter arises at a meeting which relates to a financial interest of a friend, relative or close associate, the member shall disclose the nature of the interest and withdraw from the meeting. He/she may speak on the matter before withdrawing only if members of the public are also allowed to speak at the meeting. If it is a ‘sensitive interest’ the member shall declare the interest but not the nature of the interest.DispensationsOn a written request made to the Council’s proper officer, the Council may grant a member a dispensation to participate in a discussion and vote on a matter at a meeting even if he/she has an interest in Appendix A if the Council believes that the number of members otherwise prohibited from taking part in the meeting would impede the transaction of the business; or it is in the interests of the inhabitants in the Council’s area to allow the member to take part or it is otherwise appropriate to grant a dispensation.
LITTON CHENEY PARISH COUNCILGRANTS AND DONATIONS POLICYINTRODUCTION Litton Cheney Parish Council will include in its annual budget money for local grants and donations. Through its Grants and Donations policy the Council aims to support causes which it considers beneficial to the Parish, to promote local activity and support clubs and organisations and individuals. The Council aims to ensure the award making activity is open, transparent and fair.Any grants made available for such purposes are funded directly from the Parish Precept.Section 137 of the Local Government Act 1972 places restrictions on Parish Councils when it comes to making grants to other organisations or bodies. The maximum amount which a council may spend under Section 137 in any one year (i.e. from 1 April to the following 31 March) is restricted by the number of people on the parish electoral roll. Donations made by Litton Cheney Parish Council will not exceed £2,200 per annum. ELIGIBILITY FOR APPLYING FOR A GRANT Local groups, clubs and associations operating within the Parish, or directly benefitting people within the Parish, are eligible to apply THE FOLLOWING ARE NOT ELIGIBLE support for individuals or private business projects; the running costs of any organisation; projects which are the prime statutory responsibility of other government bodies; projects which improve or benefit privately owned land or property; projects which have already been completed or will have been completed by the time the grant is made. HOW TO APPLY Any applications must be made on the application form attached to this policy and submitted to the Parish Clerk, Mrs M Walsh, by email or post. firstname.lastname@example.org. 4 Bath Orchard, Bridport, DT6 3FD.HOW WILL THE APPLICATION BE ASSESSED? The Parish Council will consider any application at its bi-monthly meeting only and will look at the following: How well the grant will meet the needs of the community, providing positive benefit to the inhabitants How effectively the group will use the grant. Whether the application is appropriate and that costs are realistic. What level of contributions has been, or will be, raised locally Whether the organisation or group could reasonably have been expected to obtain sufficient funding from another, perhaps more appropriate, source How the organisation or group is managed, and where applicable as indicated in its Constitution. CONDITIONS Where a request for a grant/donation is agreed, the Council shall determine the amount, using the figure requested by the applicant as a guide only. The grant or donation shall be used only for the stated purpose otherwise the monies shall be returned to the Council, except where the Council’s prior written consent has been given for the funds to be used for another purpose. The Council may request that applicants provide written feedback explaining how the grant/donation has benefitted their group/organisation. If feedback is required, this will be communicated in the decision letter. The Council reserves the right to request repayment of any grant/donation where an applicant does not comply with these conditions. Retrospective applications will normally not be considered. Signed ……………………………….. Date …………………………. Policy adopted May 2018 Policy review May 2020
LITTON CHENEY PARISH COUNCIL GRANTS AND DONATIONS APPLICATION FORM Please note that this application will not normally be considered unless it is accompanied by a copy of the latest set of annual accounts showing the organisations income, expenditure and level of balances. If the organisation does not prepare annual accounts, copies of the bank statements covering the previous six months must be enclosed.
You may use a separate sheet of paper to submit any other information which you feel will support this application. Signed………………………………………………………………… Date……………………………..Received by LCPC ………………………………………………… Date……………………………..
LITTON CHENEY PARISH COUNCILDRAFT DATA PROTECTION POLICYLitton Cheney Parish Council recognises its responsibility to comply with the General Data Protection Regulations (GDPR) 2018 which regulates the use of personal data. This does not have to be sensitive data; it can be as little as a name and address.General Data Protection Regulations (GDPR)The GDPR sets out high standards for the handling of personal information and protecting individuals’ rights for privacy. It also regulates how personal information can be collected, handled and used. The GDPR applies to anyone holding personal information about people, electronically or on paper. Litton Cheney Parish Council has also notified the Information Commissioner that it holds personal data about individuals. When dealing with personal data, Litton Cheney Parish Council staff and members will ensure that: Data is processed fairly, lawfully and in a transparent manner. This means that personal information should only be collected from individuals if staff have been open and honest about why they want the personal information.Data is processed for specified purposes only. This means that data is collected for specific, explicit and legitimate purposes only. Data is relevant to what it is needed for Data will be monitored so that too much or too little is not kept; only data that is needed should be held.Data is accurate and kept up to date and is not kept longer than it is needed Personal data should be accurate, if it is not it should be corrected. Data no longer needed will be shredded or securely disposed of.Data is processed in accordance with the rights of individuals, who must be informed, upon request, of all the personal information held about them.Data is kept securely There should be protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.Storing and accessing dataLitton Cheney Parish Council recognises its responsibility to be open with people when taking personal details from them. This means that staff must be honest about why they want a particular piece of personal information. Litton Cheney Parish Council may hold personal information about individuals such as their names, addresses, email addresses and telephone numbers. These will be securely kept at the home of the Parish Clerk and are not available for public access. All data stored on the Litton Cheney Parish Council computers are password protected. Once data is not needed any more, is out of date or has served its use and falls outside the minimum retention time of the Parish Council’s document retention policy, it will be shredded or securely deleted from the computer.Litton Cheney Parish Council is aware that people have the right to access any personal information that is held about them. Subject Access Requests (SARs) must be submitted in writing (this can be done in hard copy, email or social media). If a person requests to see any data that is being held about them, the SAR response must detail:How and to what purpose personal data is processedThe period Litton Cheney Parish Council tend to process it forAnyone who has access to the personal dataThe response must be sent within 30 days and should be free of charge.If a SAR includes personal data of other individuals, Litton Cheney Parish Council must not disclose the personal information of the other individual. That individual’s personal information may either be redacted, or the individual may be contacted to give permission for their information to be shared with the Subject. Individuals have the right to have their data rectified if it is incorrect, the right to request erasure of the data, the right to request restriction of processing of the data and the right to object to data processing, although rules do apply to those requests. Please see “Subject Access Request Procedure” for more details.ConfidentialityLitton Cheney Parish Council members and staff must be aware that when complaints or queries are made, they must remain confidential unless the subject gives permission otherwise. When handling personal data, this must also remain confidential.Policy adopted July 2018Review July 2019
LITTON CHENEY PARISH COUNCILDRAFT EMAIL AND USE OF THE INTERNET POLICY1. INTRODUCTIONEmail is regularly used for the management and administration of the business of Litton Cheney Parish Council. 2. SCOPE This Policy applies to: employees elected members (councillors) members of the public other people, companies and organisations in contact with Litton Cheney Parish Council. 3. POLICY STATEMENT Litton Cheney Parish Council encourages the effective use of email. Such use must always be lawful and must not compromise the Council’s information and the Clerk’s computer system. All users must ensure that their use of email will not adversely affect the Council or its business and not damage the Council’s or its employees’ reputations or otherwise violate any of the Council’s policies. 4. USE OF EMAIL FACILITIES All users must use email responsibly. Litton Cheney Parish Council reserves the right to take disciplinary or legal action against any person who fails to comply with this policy. All users must accept that communications via the Clerk’s email system is not secure or encrypted and they should take particular care when sending potentially sensitive or confidential information. All users must accept and agree that communications both to and from the Council via email may be monitored for the purpose of ensuring appropriate use of this methodology. Users should also be aware that deleted emails may still be accessible from back-up procedures. 5. GENERAL GUIDANCE Email users are advised to be aware of the following: Messages sent to groups of people must be relevant to all concerned If the message is urgent, an alternative method of contact should be usedLitton Cheney Parish Council cannot be held responsible for damages, losses, expenses, demands and/or claims that may be suffered by a user of this facilityThe Clerk may, from time to time, choose to operate a filtering system in order to monitor offensive or clearly inappropriate material and may quarantine any messages in that category. 6. BUSINESS USE The Clerk has the sole authority to purchase or acquire goods or services on behalf of the Council via email. Users are informed that email messages have the same status in law as written correspondence and are subject to the same legal implications, e.g. may be required to be disclosed in Court. Users are required to apply the same high standards to emails as those applied to written correspondence. Email inboxes must be checked regularly to ascertain all correspondence within that system. The Clerk must ensure that the Clerk’s inbox is checked during times of absence due to holiday or sickness. Discovery of an email which claims to contain a virus, or a solution to correct a previously transmitted virus, must be reported immediately to the Clerk. All users must comply with the relevant licence terms and conditions when copying and/or downloading material. Users accept that there is no guarantee of delivery of emails unless acceptance of delivery is requested of the recipient. All users must comply with the GDPR 2018 regulations and the Freedom of Information Act 2000 when placing personal data in messages or attachments. Copying of recipients into a message should be done by BCC rather than CC for individuals outside of the Parish Council, to avoid breaching privacy regulations.7. INAPPROPRIATE USE Users must not use email to abuse or inflame others or to harass or threaten anyone. Responding to abuse, harassment or threatening will not be accepted as an excuse for inappropriate language and/or behaviour. All email correspondence is open to scrutiny on request and should not contain personal comments or derogatory language. Recipients of abusive or threatening emails related to the business of the Council must immediately inform the Clerk or Chairman. Users must not send emails containing obscene, abusive or profane language. Users must not send, access, display, download, copy or circulate information containing stories, jokes or anecdotes that contain: promotion of unlawful discrimination of any kindpromotion of racial or religious hatred threats including the promotion of violencefraudulent or illegal material promotion of illegal and/or unlawful acts information considered to be offensive, inappropriate or disrespectful to othersunauthorised and copyrighted material including music. Litton Cheney Parish Council will report to the police all known incidents in which users intentionally send or receive emails containing pornographic or racist materials.Users must not send, receive or disseminate proprietary data or any confidential information belonging to Litton Cheney Parish Council to or from a third party unless authorised. 8. ACCIDENTAL ACCESS TO INAPPROPRIATE MATERIAL If inappropriate material is accessed accidentally, users must report this immediately to the Chairman. It can then be taken into account as part of the Council’s monitoring procedure. 9. MONITORING Serious breaches of this policy by a Council employee will amount to gross misconduct and may result in dismissal. Serious breaches of this policy by councillors, members of the public or members of any other organisation or company will result in legal or police action. 10. RESPONSIBLE OFFICER The Clerk will be responsible for the administration of this policy on behalf of Litton Cheney Parish Council and will report breaches to the Chairman of the Council for advice about further action. Adopted by Litton Cheney Parish Council: July 2018 Next review date: July 2019
Approved: March 2017Signed: Chairman -------------------------------------------------- (W Orchard)
Information Available from Litton Cheney Parish Council under the Model Publication Scheme